40DHHS-S3926-Deliverables - 2026 AVS RFP Attachment .docx

ATTACHMENT

1. Deliverables-Asset Verification System (AVS)

1.1. Once the detailed project plan is approved by the State, the following sections detail the process for submission and review of deliverables during the life of the project/contract.

2. General

2.1. The contractor must provide one (1) master (both hard and soft copies) of each written deliverable to the appropriate State Project Manager as identified in the contract.

2.2. Once a deliverable is approved and accepted by the State, the contractor must provide an electronic copy. The State may, at its discretion, waive this requirement for a particular deliverable.

2.3. The electronic copy must be provided in software currently utilized by the agency or provided by the contractor.

2.4. Deliverables will be evaluated by the State utilizing mutually agreed to acceptance/exit criteria.

3. Deliverable Submission

3.1. Prior to development and submission of each contract deliverable, a summary document containing a description of the format and content of each deliverable will be delivered to the State Project Manager for review and approval. The summary document must contain, at a minimum, the following:

3.1.1. Cover Letter; and

3.1.2. Table of Contents with a brief description of the content of each section; and

3.1.3. Anticipated number if pages; and

3.1.4. Identification of appendices/exhibits.

3.2. The summary document must contain an approval/rejection section that can be completed by the State. The summary document will be returned to the contractor within a mutually agreed upon time frame.

3.3. Deliverables must be developed by the contractor according to the approved format and content of the summary document for each specific deliverable.

3.4. At a mutually agreed to meeting, on or before the time of delivery to the State, the contractor must provide a walkthrough of each deliverable.

3.5. Deliverables must be submitted no later than 5:00 PM, per the approved contract deliverable schedule and must be accompanied by a deliverable sign-off form (refer to Attachment G) with the appropriate sections completed by the contractor.

4. Deliverable Review

4.1. General:

4.1.1. The State’s review time begins on the next working day following receipt of the deliverable.

4.1.2. The State’s review time will be determined by the approved and accepted detailed project plan and the approved contract.

4.1.3. The State has up to ten (10) working days to determine if a deliverable is complete and ready for review. Unless otherwise negotiated, this is part of the State’s review time.

4.1.4. Any subsequent deliverable that depends on the State’s acceptance of a prior deliverable will not be submitted for review until all issues related to the previous deliverable are resolved.

4.1.5. Deliverables determined to be incomplete and/or unacceptable for review will be rejected, not considered delivered and returned to the contractor.

4.1.6. After review of a deliverable, the State will return to the contractor the project deliverable sign-off form with the deliverable submission and review history section completed.

4.2. Accepted

4.2.1. If the deliverable is accepted, the original deliverable sign-off form signed by the appropriate State representatives will be returned to the contractor.

4.2.2. Once the contractor receives the original deliverable sign-off form, the State can then be invoiced for the deliverable.

4.3. Comments/Revisions Requested by the State

4.3.1. If the State has comments and/or revisions to a deliverable, the following will be provided to the contractor:

1. The original deliverable sign-off form which has an updated entry to the deliverable submission and review history section.

2. Attached to the deliverable sign-off form will be a detailed explanation of the revisions to be made and/or a marked up copy of the deliverable.

3. The State’s first review and return with comments will be completed within the times specified in the contract.

4. The contractor will have five (5) working days, unless otherwise mutually agreed to, for review, acceptance and/or rejection of the State’s comments.

5. A meeting to resolve outstanding issues must be completed within three (3) working days after completion of the contractor’s review or a mutually agreed upon time frame.

6. Agreements made during meetings to resolve issues must be documented separately.

7. Once an agreement is reached regarding changes, the contractor must incorporate them into the deliverable for resubmission to the State.

8. All changes must be easily identifiable by the State.

9. Resubmission of the deliverable must occur within five (5) working days or a mutually agreed upon time frame of the resolution of any outstanding issues.

10. The resubmitted deliverable must be accompanied by the original deliverable sign-off form.

11. This review process continues until all issues have been resolved within a mutually agreed upon time frame.

12. During the re-review process, the State may only comment on the original exceptions noted.5

13. All other items not originally commented on are considered to be accepted by the State.

14. Once all revisions have been accepted, the original deliverable sign-off form signed by the appropriate State representatives will be returned to the contractor.

15. The contractor must provide one (1) updated and complete master paper copy of each deliverable after approval and acceptance by the State.

16. Once the contractor receives the original deliverable sign-off form, the State can then be invoiced for the deliverable.

4.4 Rejected, Not Considered Delivered

4.4.1 If the State considers a deliverable not ready for review, the following will be returned to the contractor:

1. The original deliverable sign-off form which has an updated entry to the deliverable submission and review history section.

2. The original deliverable and all copies with a written explanation as to why the deliverable is being rejected, not considered delivered.

3. The contractor will have five (5) working days, unless otherwise mutually agreed to, for review, acceptance and/or rejection of the State’s comments.

4. A meeting to discuss the State’s position regarding the rejection of the deliverable must be completed within three (3) working days after completion of the contractor’s review or a mutually agreed upon time frame.

5. Resubmission of the deliverable must occur within a mutually agreed upon time frame.

6. The resubmitted deliverable must be accompanied by the original deliverable sign-off form.

7. Upon resubmission of the completed deliverable, the State will follow the steps outlined in Section 4.2, Accepted, or Section 4.3, Comments/Revisions Requested by the State.

5. Project Kick Off Meeting

5.1. A project kickoff meeting will be held with representatives from the State and the contractor after contract approval and prior to work performed. Items to be covered in the kickoff meeting will include, but not be limited to:

5.1.1. Deliverable review process, DSS will review the deliverables against the statement of work;

5.1.2. Determining format and protocol for project status meetings;

5.1.3. Determining format for project status reports;

5.1.4. Setting the schedule for meetings between representatives from the State and the contractor to develop the detailed project plan;

5.1.5. Defining lines of communication and reporting relationships;

5.1.6. Reviewing the project mission;

5.1.7. Pinpointing high-risk or problem areas; and

5.1.8. The issue resolution process.

6. Planning and Administration

6.1. Objective

6.1.1. The objective of this task is to ensure that adequate planning and project management are dedicated to this project.

6.2. Activities

6.2.1. The awarded vendor must:

1. Work with the State to provide a detailed project plan with fixed deadlines that take into consideration the State holiday schedule provided in Section 2.1, State Observed Holidays to include, but not be limited to:

a. Project schedule including tasks, activities, activity duration, sequencing and dependencies;

b. Project work plan for each deliverable, including a work breakdown structure;

c. Completion date of each task;

d. Project milestones;

e. Entrance and exit criteria for specific project milestones; and

f. Project organization including a resource plan which defines the roles and the responsibilities for the awarded vendor, subcontractors (if applicable) and State.

2. Attend and participate in all project related meetings requested by the State at a location to be determined by the State. Attendance may be in person or via teleconferencing, as mutually agreed to by the project team. These meetings shall follow an agenda mutually developed by the awarded vendor and the State. The awarded vendor shall prepare materials or briefings for these meetings as requested by the State. Minutes will be taken and distributed by State staff within five (5) working days after the meeting. Minutes may be distributed via facsimile or email.

The agenda may include, but not be limited to:

a. Review and approval of previous meeting minutes;

b. Contractor project status;

c. State project status;

d. Contract status and issues, including resolutions;

e. Quality Assurance status;

f. New action items;

g. Outstanding action items, including resolutions;

h. Setting of next meeting date; and

i. Any other business.

3. Provide written semi-monthly project status reports delivered to State project management by the third (3rd) working day following the end of each reporting period. The format must be approved by the State prior to issuance of the first semi-monthly project status report. The first semi-monthly report covers the reporting period from the 1st through the 15th of each month; and the second semi-monthly report covers the reporting period from the 16th through the end of the month. The status reports must include, but not be limited to the following:

a. Overall completion status of the project in terms of the State approved project work plan and deliverable schedule;

b. Accomplishments during the period, including State staff/stakeholders interviewed, meetings held, JAD sessions and conclusions/decisions determined;

c. Problems encountered and proposed/actual resolutions;

d. What is to be accomplished during the next reporting period;

e. Issues that need to be addressed, including contractual;

f. Quality Assurance status;

g. Updated MS Project time line showing percentage completed, tasks assigned, completed and remaining;

h. Identification of schedule slippage and strategy for resolution;

i. Contractor staff assigned and their location/schedule;

j. State resources required for activities during the next time period and subsequent month; and

k. Resource allocation percentages including planned versus actual by project milestone.

4. Develop a comprehensive approach for handling communications with both internal and external audiences. Effective communication is critical to the development of productive relationships with concerned stakeholders. The communication plan must include, but not be limited to: a plan for generation, documentation, storage, transmission and disposal of all project information.

5. Develop a risk management plan to ensure that risks are identified, planned for, analyzed, communicated and acted upon effectively.

6. Develop a quality assurance plan including, but not limited to, the methodology for maintaining quality of the code, workmanship, project schedules and subcontractor(s) activities.

7. Develop a Change Management Plan and Control Procedures and present it to the State for acceptance. This plan will be used by the vendor and the State in the design, specification, construction, implementation and support of the system.

8. Develop a Knowledge Transfer Plan, present the plan to the State, execute the plan and obtain State acceptance before and after the plan is executed. The plan must include sufficient time and resources to accomplish a full transfer of knowledge to assure that the State can operate the system independently and obtain timely and effective support from the vendor.

9. The State will perform a Post Implementation Evaluation Review (PIER) approximately six (6) months after full implementation and State acceptance of all deliverables. The awarded vendor's Project Manager will be required to participate on site for a period of not to exceed three (3) days.

6.3 Deliverables

PLANNING AND ADMINISTRATION DELIVERABLES

Deliverable Number

Description of Deliverable

Activity State’s Estimated Review Time (Working Days)